Administrative Associate with United Nations Office of the High Commissioner for Human Rights
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Position Information
Job Title: Administrative Associate
Contract Type and level: Temporary Appointment, ICS-6
Duty Station: Phnom Penh, Cambodia
Duration: 4 months (starting mid April 2015)
Supervisor: Administrative Officer
Organizational Context
Under the overall guidance and supervision of the Deputy Representative and the direct supervision of the Administrative Officer the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality, accuracy, and transparency of work. The Administrative Associate promotes a quality, client and results-oriented approach consistent with UN and OHCHR rules and regulations.
The Administrative Associate works in close collaboration with the administrative and programme staff of OHCHR as well as other UN agencies staff to exchange information and ensure consistent service delivery.
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| Positions |
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Administrative Associate
 APPLY NOW- Category: Business Administration
- Location: Phnom Penh
- Schedule: Full-time
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| Duties + Requirements |
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Administrative Associate
Duties
- Functions / Key Results Expected
- Summary of Key Functions
- Implementation of administrative strategies
- Efficient administrative support
- Organization of procurement process
- Support to supply and asset management
- Facilitation of knowledge building and knowledge sharing
- Ensures implementation of administrative strategies focusing on achievement of the following results:
- Full compliance with administrative and procurement activities with UN/OHCHR rules, regulations, policies and strategies.
- Provision of input to the administrative and procurement work processes mapping and elaboration of the content of internal Standard Operating Procedures in administration and procurement in consultation with the direct supervisor and the management.
- Contribution to the preparation of Administrative team results-oriented work plans.
- Ensures efficient administrative support, focusing on achievement of the following results
- Ensuring the proper functioning and compliance of the office premises including, but not limit to, building maintenance and insurance coverage, parking space, lighting, signing, equipment and utilities
- Coordination of compliance transportation services, regular vehicle maintenance and insurance
- Checking and certifying of vehicle daily log, gas consumption and vehicle history report and taking appropriate action
- Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft.
- Organization and coordination of shipments and customs clearance
- Supporting with protocol matters, registration of staff and registration of vehicle; coordination on request for new visa, visa renewal, airport VIP lounge, and coordination with local authority on administrative related matter
- Research and retrieval of statistical data from internal and external sources, and preparation of statistical chart, table and report
- Draft memo, letter and correspondence
- Perform other related duties as required.
- Organizes procurement process focusing on achievement of the following results
- Preparation of procurement plans for the office and programme units and implementation monitoring of the plans
- Organization of procurement process including preparation and conduction request for quotation, receive quotations, their evaluation, negotiation of certain conditions of agreement in full compliance with UN rules and regulations.
- Preparation of purchase orders and following up on satisfactory receipt of goods/service and raise payment to providers
- Coordination of procurement of high value with UN agency who is OHCHR’s local service provider
- Contribution to procurement sourcing strategy
- Presentation of report on procurement
- Perform other related duties as required
- Provide support to proper supply and assets management focusing on achievement of the following results
- Controlling of office assets including proper registration, labeling, working condition checking, disposal where appropriate and initiating new request
- Implementation of inventory physical verification and timely preparation and submission of periodic and yearly inventory report
- Coordination of the provision of reliable and quality office supplies
- Facilitate of knowledge building and knowledge sharing in the office focusing on achievement of the following results
- Participation in the trainings for the administrative and programme staff on related field.
- Sound contributions to knowledge networks and communities of practice
Requirements
- Competencies and Critical Success Factors
- Functional Competencies
- Professionalism
- Ability to perform a broad range of administrative functions
- Knowledge of and ability to apply UN rules, regulations, policies and guidelines in work situations.
- Ability to maintain accurate records, review and interpret a wide variety of data
- Demonstrates professional competence and mastery of subject matter
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results
- Is motivated by professional rather than personal concerns
- Shows pride in work and in achievement
- Shows persistence when faced with difficult problems or challenges
- Remains calm in stressful situations
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work
- Core Competencies
- Teamwork
- Works collaboratively with colleagues to achieve organizational goals
- Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
- Places team agenda before personal agenda
- Supports and acts in accordance with final group decision, even when such decisions may entirely reflect own position
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings
- Planning and Organizing
- Develop clear goals that are consistent with agreed strategies
- Identifies priority activities and assignment; adjusts priorities as required
- Foresees risks and allows for contingencies when planning
- Monitor and adjust plans and actions as necessary
- Uses time efficiently
- Client Orientation
- Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view
- Establishes and maintains productive partnerships with clients by gaining their trust respect
- Identifies clients’ needs and matches them to appropriate solutions
- Monitors ongoing developments inside and outside the clients’ environment to keep them informed and anticipate problems
- Keeps clients informed of progress or setbacks in projects
- Meets timelines for delivery of products or services to client
- Recruitment Qualifications
- Education
- Successfully completed secondary education. Certification in administration desirable. University degree in Business or Public Administration desirable, but it is not a requirement.
- Experience
- 6 years of progressive relevant experience in administrative including procurement at the national and international level is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and database packages.
- Language Requirements
- Fluency in both English and Khmer
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| Application Information |
Impact of Results
The key results have an impact on the efficiency of the Administrative Unit. Proper execution of work including thoroughly research, some level of analysis, presentation of information and fully documentation would facilitates subsequent action by the supervisor to strengthen the capacity of the Unit as well as the office as a whole. Incumbent’s own initiative is decisive in results of work and timely finalization.
Application Procedures:
Applications from individuals must include (1) a cover letter in English with reference to the vacancy announcement post title and (2) a detailed UN P-11 form in English (can be downloaded from:http://cambodia.ohchr.org/EN/PagesFiles/VacancyIndex.htm ). All applicants can submit their applications by email below (strongly encouraged) stating clearly the post title of the job being applied for in the email subject box, or send to: Administration Unit, OHCHR-Cambodia, # 10, Street 302, Beong Keng Kang I, Phnom Penh, Cambodia.
Please note that applications received incomplete or after the deadline will not be considered. Only short-listed candidates will be contacted. OHCHR retains the rights to contact referees directly.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs (Charter of the United Nations - Chapter 3, article 8). Qualified women candidates are strongly encouraged to apply. |
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| Contact Details |
Name :
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| United Nations Office of the High Commissioner for Human Rights (UNOHCHR) |
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Email :
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Website:
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cambodia.ohchr.org |
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